Employer Contributions Specialist

Job Summary

Reporting to the Finance Team Lead, the Employer Contributions Specialist performs the day-to-day processing, reconciliation, and administration of employer contributions through the Joint Contributions Management system. The role supports compliance with collective agreements, trust fund rules, and regulatory requirements while ensuring the accuracy and integrity of contribution data. Working closely with the Supervisor, Employer Contributions, the Specialist assists in reconciling data between Accounting, and Administration systems, resolving discrepancies, responding to employer inquiries, and supporting the effective administration of the Trust Funds.

Key Responsibilities

Contribution Processing & Reconciliation

• Oversee the collection, recording, and allocation of employer contributions.
• Upload all employer contributions, reciprocal deposits, and reports into the Administration System; manage the receipt and deposit of Joint Contribution and Dues Funds; and reconcile daily deposits between the Administration System and Accounting software.
• Resolve any payment discrepancies before recording them as undisbursed.
• Generate reports for balancing and preparing disbursements and filing month-end Joint Contribution Employer reports.
• Prepare payment requests and journal entries for disbursement and transfer funds to cover the issued Joint Contribution cheques.
• Conduct monthly reconciliation of the Undisbursed account and calculate Manulife Insurance Premiums.

Compliance & Reporting

• Ensure compliance with collective agreements, trust agreements, Trust Fund’s Delinquent Employer Procedures and Policy and applicable regulations.
• Support internal and external audits by providing required documentation and explanations.
• Prepare and review periodic reports for management and trustees.

Employer Relations

• Act as a key point of contact for employers as well as union offices regarding contribution requirements and discrepancies.
• Resolve issues related to reporting, remittances, and account balances.

Discrepancy Resolutions & Collections

• Ensure timely follow-up on outstanding or late contributions.
• Investigate variances between reported and expected contributions.
• Oversee collection efforts for delinquent accounts, including escalation when necessary.
• Generate Delinquent Employer Contribution Reports for Board of Trustees’ meetings and Executive Director reports.
• Review contribution submissions for discrepancies, including member identification errors, negative hour balances, and application of the correct contribution rates in accordance with the applicable collective agreements.

Cross-Functional Collaboration

• Work closely with finance, benefits administration, and client services teams.
• Ensure alignment between contribution records and benefit eligibility or entitlements.

Qualifications

Education

Minimum Required:

• College diploma in office administration or accounting.

Experience

Minimum Required:

• Minimum 2 – 3 years of experience in office administration or an accounting role, or a related field.

Preferred:

• Experience with multi-employers’ benefit trust funds

Job Specific Skills

Minimum Required :

• Excellent analytical skills.
• Basic knowledge of Windows OS and Microsoft Office products (Word, Excel, Access, PowerPoint, Outlook), with the ability to create, edit, and manage documents, emails, and spreadsheets in a professional setting.
• Exceptional attention to detail and accuracy.
• Ability to work under pressure and tight deadlines.

Preferred:

• Basic knowledge of accounting software such as Sage, QuickBooks, or similar software, for processing journal entries, and generating reports.

Communication & Work Relationships

Internal:

• Management
• Staff

External:

• Employers
• Union offices
• Bank personnel

Working Conditions

The following working conditions are present or expected daily:

• Works in a typical office environment.
• No adverse working conditions.

Benefits

At ACAW Trust Funds, we believe our strength lies in our people. We offer:

• A collaborative and supportive work environment
• Opportunities for professional development and continuous learning
• A comprehensive and fully employer-funded health, dental, drug, and vision benefits plan
• A fully employer-funded target benefit (defined benefit) pension plan
• A workplace culture that values growth, positivity, and purpose